Office Coordinator

The Office Coordinator will need to be in the office Monday through Fridays with a consistent schedule during 9am - 5pm.

They will join the Operations team to provide daily direct support to the Operations Lead, Operations Administrator, and Managing Director.

They will also regularly interface with staff, contractors, volunteers, and clients across the organization. For this reason, the Office Coordinator needs to be fluent in Spanish and English to be effective in supporting our teams and visitors.

Strong proficiency with technology and cloud-based systems is required to support our highly mobile team and our hybrid work environment.

Proactively replenish, purchase, and organize supplies and work with Program Administrators to fill requests. Occasional local delivery or mailing to team members working offsite.

Make recommendations for frequently requested needs.

• Maintain online systems for tracking and inventory of supplies and equipment
• Distribute mail and packages daily. Follow financial processes for recording checks and incoming mail.
• Set up and maintain office equipment, computers, and devices by working with vendors. Equipment maintenance includes monthly meter reads, troubleshooting with vendors and IT, and tracking equipment maintenance schedules.
• Maintain off-site storage through regular inventory, maintenance, and dropping off or picking up items.
• Support with online and off-site filing systems
• Support organization-wide activities such as meetings, employee celebrations, etc.
• Support daily HR tasks such as onboarding and exiting employees, documentation filing, and light data entry
• Meetings, Events, and Programs Support
• Provide logistical support for meetings and events including scheduling and room reservation, technology set up, meals and refreshments, preparing supplies, etc.
• Support Program Administrators and Leads with projects as needed.
• Refresh printed materials and resources available at the office.

Qualifications :

• 1-year prior successful experience in operations, an administrative capacity, or a related role
• Fluent in verbal and written Spanish and English
• Strong interpersonal skills - friendly and welcoming; able to work collaboratively with colleagues from diverse backgrounds;

show patience and support when assisting others

• Effective communication skills over the phone, through email, and face-to-face.
• Maintain a consistent schedule in person Mondays through Fridays. Generally 9am-5pm with some flexibility within this timeframe.
• Passionate about organization and keeping offices in order
• Approach work with a flexible nature - Ability to multitask and reprioritize in the moment if a time-sensitive need arises.

Comfortable with change and adapting to new structures and systems.

• Aptitude for troubleshooting with creativity and resourcefulness
• Ability to plan, coordinate, and organize work projects solo and as a team
• Highly organized with strong attention to detail, follow up, and task management
• Ability to develop positive relationships with clients, doulas, providers, organizations, and staff. Demonstrated success in working collaboratively with others.
• Extremely comfortable with technology including proficiency with email and Microsoft Office applications, especially Excel, Outlook and Word
• Experience with cloud-based applications such as Microsoft OneDrive and working in databases. Applicant is not required to be an expert on these tools but should be comfortable using and learning online tools.
• Ability to maintain confidentiality around sensitive information
• Passion for and commitment to the mission of Open Arms and community-based work. Work experience in birthwork, parenting, or early learning are a plus.
• Experience in working with a diverse staff and with communities of color. The applicant should have a strong racial, disability, gender and economic justice framework.
30+ days ago